City of Kingsport – Procurement Department 225 W. Center Street, Kingsport, TN 37660

Phone – (423) 229-9419 Fax – (423) 224-2433

July 15, 2020 PROJECT: City Hall Relocation Moving Services Dear Prospective Submitter: You are invited to submit a sealed price proposal for the above project. A copy of the Public Notice, and Request for Proposal are attached. Please make certain you sign the Proposal Form and include with your sealed proposal. Other items may be required to be included in your proposal so please read the documents thoroughly. If you have questions please contact me at (423) 229-9315 or email brentmorelock@kingsporttn.gov . We look forward to receiving your proposal. Regards,

Brent Morelock, CPPO, CPPB Procurement Manager

REQUEST FOR PROPOSAL   

Sealed Proposals for the following will be received by the Procurement Manager until 4:00 P.M., Eastern Time, August 12, 2020, and at that time opened in the Procurement Department located at 625 West Industry Drive. Due to the COVID-19 emergency, neither the public nor vendors will be allowed to be physically present at the bid opening. However, you may dial 423-343-9958 to participate via conference call. If the sealed proposal is being delivered by a courier, it can be mailed to 225 W. Center Street, Kingsport, TN 37660. If the sealed proposal is being physically brought in by a vendor the day of the bid opening, please drop it off in the bin outside of the Purchasing Department door at 625 W. Industry Drive, Kingsport, TN 37660. All bids will be considered for award or rejection at a later date.  PROJECT: CITY HALL RELOCATION MOVING SERVICES  Documents for the above referenced item is available online at https://www.kingsporttn.gov/city‐services/purchasing/  .  Interested parties may also contact the Procurement Department at (423) 229-9419. A Preproposal conference will be held on @ 10:00 A.M. Eastern Time on July 23, 2020 in the Engineering Conference Room located @ 130 Shelby Street, Kingsport, TN 37660.  By submission of a signed proposal bid, the bidder certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder.  No submitted proposals may be withdrawn for a period of sixty (60) days after the scheduled closing time of the receipt of proposals. All proposals shall be signed, sealed and addressed to the Procurement Manager, City of Kingsport, 225 W. Center St., Kingsport, TN 37660 and marked “City Hall Relocation Moving Services”. The City by its governing regulations reserves the right to accept or reject any or all proposals received, to waive any informalities in bidding and to re-advertise.

  

PUB 1T: 07/15/20 Chris McCartt City Manager

 

PROCUREMENT PROCESS A. Proposals will be received by the Procurement Manager until 4:00 P.M., Eastern Time on

August 12, 2020 at which time it will be opened in the Procurement Department, 625 W. Industry Drive, Kingsport, Tennessee.

B. The Sealed Proposal shall be signed by an authorized representative and the sealed envelope addressed as follows:

Procurement Manager City of Kingsport 225 W. Center Street Kingsport, Tennessee 37660 Proposal for City Hall Relocation Moving Services

C. An original hard copy and two (2) additional hard copies of the Proposal are required.

D. Proposals, modifications, or corrections received after the scheduled closing time of the receipt of Proposals will not be considered. The City of Kingsport is not responsible for delays in delivery by mail, courier, etc.

E. No submitted Proposal may be withdrawn for a period of one hundred twenty (120) days after the scheduled closing time of the receipt of Proposals.

F. No oral interpretation will be made to any Proposer as to the meaning of the Proposal Specifications or any part thereof. Each written request for clarification or interpretation shall be made in writing to the City.

NOTE – It is the intent of the City to issue one (1) addendum, if necessary. Written request for clarification and/or interpretation must be submitted via email to the Procurement Manager by the end of the business day, August 7, 2020, and an addendum will be issued by 4:00 P.M., Eastern time, on August 10, 2020 and will be available online at https://www.kingsporttn.gov/city‐services/purchasing/ .Written requests for clarification shall be submitted to the Procurement Manager by email to brentmorelock@kingsporttn.gov .

It shall be the Proposer’s responsibility to make inquiry as to the addenda issued. Any and all addenda shall become part of the specifications and all Proposers shall be bound by such addenda, whether or not received by Proposer.

General Terms and Conditions

A. Taxes – The City is exempted from Federal Excise Taxes, State of Tennessee and local sales taxes and Proposer must quote prices which do not include such taxes, unless by law the taxes must be a part of the price. Exemption Certificates will be furnished upon request.

B. Indemnification – The City of Kingsport, its officers, agents and employees shall be held harmless from liability from any claims, damages and actions of any nature arising from the use of any service and/or materials furnished by the Proposer, provided that such liability is not attributable to negligence on the part of the using agency of failure of the using agency to use the materials in the manner outlined by the Proposer in descriptive literature or specifications submitted with the Proposal. The City will not indemnify the successful Proposer.

C. Patent Liability – The successful Proposer, at his own expense, will defend any suit which may be brought against the City to the extent that it is based on a claim that the goods furnished through a contract/agreement infringes a United States patent, and in any such suit

will pay those costs and damages which are attributable to such claims and finally awarded against the City.

D. Limitation of Remedies – Any remedies in the Proposer’s Proposal, to include Agreement, License Product Agreement, Terms and Conditions, Literature, etc., that may be considered in agreement to waive the legal rights of the citizens of the City of Kingsport may be considered cause for rejection.

E. All agreements related to the purchase and sale of any product pursuant to this bid document will include the following conditions: "Notwithstanding anything in this section to the contrary, any provision of provisions of this Section will not apply to the extent they are (it is) finally determined by a court of competent jurisdiction, including Appellate review if pursued, to violate the laws or Constitution of the State of Tennessee."

F. Insurance – During any work performed by the successful Proposer(s) on the premises of the City or otherwise, the successful Proposer(s) agrees to take such measures as to effectually prevent any accident to persons or property during or in connection with the work; and especially to indemnify and save harmless the City from all loss, costs, damages, expense and liability for property damage and for bodily injuries to, or death of, any persons, including without limitation, as to both property damage and bodily injury, and the Proposer and the City and their representative agents and employees, occasioned in any way by the acts or omissions of the Proposer, or the Proposer’s agents, employees, during or in connection with said work, excepting only property damage, bodily injury or death caused by the sole negligence of the City, its agents or employees.

The successful Proposer shall maintain such insurance as will protect it from claims under Workers’ Compensation Acts and from any claims for bodily injuries, including death, either to its employees or others, and from all claims on account of property damage, which may arise in connection from said work.

All Certificates of insurance and policies shall contain the following clause: "The insurance covered by this Certificate will not be canceled or materially altered, except after thirty (30) days written notice has been received by the City."

Insurance required with a minimum of One Million Dollars ($1,000,000.00) limits are Comprehensive General Public and Professional Liability, Comprehensive Automobile Liability and Owner’s Liability. Malpractice Insurance is required with a minimum limit of One Million Dollars ($1,000,000.00) per occurrence, Five Million Dollars ($5,000,000.00) aggregate.

This requirement will be effective for the life of any contract/agreement entered into by the Proposer and the City.

G. F.O.B. – All prices will be quoted F.O.B. Kingsport, Tennessee, delivery to City of Kingsport’s location shall be without additional charge.

H. By submission of a signed Proposal, the Proposer certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder.

I. Contracts and purchases will be made or entered into with the lowest, responsible, compliant Proposer meeting specifications for the particular grade or class of material, work or service desired in the best interest and advantage to the City of Kingsport. Responsible Proposer is defined as a Proposer whose reputation, past performance, and business and financial

capabilities are such that he would be judged by the appropriate City authority to be capable of satisfying the City’s needs for a specific contract or purchase order.

J. The City reserves the right to determine the low Proposer either on the basis of the individual items or on the basis of all items included in its Request for Proposal, unless otherwise expressly provided in the Request for Proposal. The City reserves the right to accept any item or group of items of any kind and to modify or cancel in whole or in part, its Request for Proposal.

K. All contracts or purchase orders issued for this award will be governed by the laws of the State of Tennessee. Arbitration is not permitted and if a dispute arises between the parties concerning any aspect of the contract or purchase order and it cannot be resolved by mutual agreement, any party may resort to resolution of the dispute by litigation in the state or federal courts for Kingsport, Sullivan County, Tennessee. The parties waive their right to a jury trial. Mandatory and exclusive venue and jurisdiction for any disputes shall be in state or federal courts for Kingsport, Sullivan County, Tennessee.

L. The City, in accordance with its governing directives, reserves the right to reject any and all Proposals, to waive any informality or irregularities in Proposals and unless otherwise specified by the Proposer, to accept any item.

M. All contracts, purchase orders, and any documents or material obtained by the City may be subject to disclosure in whole or in part pursuant to the Tennessee Open Records Act set out in T.C.A. 10-7-503 et seq. without regard to any provision contained in the document declaring information confidential.

N. All contracts or purchase orders will include a provision that is not assignable by the Proposer without the written consent of the City.

O. CONFLICT OF INTEREST: 1. No Board Member or officer of the City of Kingsport or other person whose duty

it is to vote for, let out, overlook or in any manner superintend any of the work for the City of Kingsport has a direct interest in the award of the vendor providing goods or services.

2. No employee, officer or agent of the grantee or sub-grantee will participate in selection, or in the award or administration of an award supported by Federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when the employee, officer or agent, any member of their immediate family, his or her partner, or an organization, which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award.

3. The grantee’s or sub-grantees officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from vendors, potential vendors, or parties to sub-agreements.

4. By submission of this form, the vendor is certifying that no conflicts of interest exist.

P. DRUG FREE WORKPLACE REQUIREMENTS: 1. Private employers with five or more employees desiring to contract for construction

services attest that they have a drug free workplace program in effect in accordance with TCA 50-9-112.

Q. ELIGIBILITY: 1. The vendor is eligible for employment on public contracts because no convictions or

guilty pleas or pleas of nolo contender to violations of the Sherman Anti-Trust Act, mail fraud or state criminal violations with an award from the State of Tennessee or any political subdivision thereof have occurred.

R. GENERAL: 1. Vendor fully understands the preparation and contents of the attached offer and of

all pertinent circumstances respecting such offer.

2. Such offer is genuine and is not a collusive or sham offer.

S. IRAN DIVESTMENT ACT: 1. Concerning the Iran Divestment Act ( TCA 12-12-101 et seq.), by submission of

this bid/quote/proposal, each vendor and each person signing on behalf of any vendor certifies, and in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each vendor is not on the list created pursuant to § 12-12-106.

T. NON-COLLUSION: 1. Neither the said vendor nor any of its officers, partners, owners, agents,

representatives, employees or parties interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in connection with the award or agreement for which the attached offer has been submitted or to refrain from making an offer in connection with such award or agreement ,or collusion or communication or conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Kingsport or any person interested in the proposed award or agreement.

2. The price or prices quoted in the attached offer are fair, proper and not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

U. BACKGROUND CHECK REQUIREMENT FOR SCHOOL SYSTEM SUPPLIERS: 3. In submitting this bid/quote/proposal, you are certifying that you are aware of the

requirements imposed by TCA § 49-5-413 (d) to conduct criminal background checks through the Tennessee Bureau of Investigation and the Federal Bureau of Investigation on yourself and any of your employees who may come in direct contact with students or who may come on or about school property anytime students are present. You are further certifying that at no time will you ever permit any individual who has committed a sexual offense or who is a registered sex offender to come in direct contact with children or to come on or about school property while students are present.

Memo

To: Interested Vendors

From: Tim Elsea

Date: July 15, 2020

RE: City of Kingsport – City Hall Relocation Moving Services – General Notes and Scope

The following is information to assist in providing qualifications and pricing for the

relocation of City Offices from various locations around Kingsport to 415 Broad Street.

A table is attached with the existing location of the departments to be relocated as well as

the new destination of that department at 415 Broad Street.

Most of the furniture for Floors 3-6 will be new and installed by Workspace Interiors.

Furniture for Floors 1 and 2 is located in vacant spaces on Floors 5 and 6. This furniture

shall be moved as part of this scope.

There are a few pieces of newer furniture that will be relocated during the move. Those

are noted in the attached furniture plans as well as noted in the table.

Workspace will move the newer furniture located in City Manager’s Office and the

Marketing Department.

Mover shall be responsible for relocating City IT equipment to include but not limited to

computers, keyboards, etc. A City IT representative will be on hand to disconnect the

equipment.

Copiers will not be moved as part of this scope of work.

The City anticipates these moves taking place over several weeks, with each department

potentially requiring multiple moves.

First move would consist of the required files, office items, IT equipment, and

noted furniture.

Second move would consist of additional furniture or items desired by department

once they are settled and available space is determined.

City of Kingsport, Tennessee

Engineering Division 130 Shelby Street Kingsport, TN 37660 (423) 229-9475

Kingsport – The Best Place to Be

ENGINEERING DIVISION

Third move would consist of moving remaining cabinets, furniture, etc. to vacate

existing buildings. Furniture deemed satisfactory and reusable by a City

representative shall be relocated to a City facility on W. Industry Drive.

Furniture deemed unsatisfactory shall be placed in a City provided dumpster at

the facility being vacated.

The City has an agreement in place for the shredding and disposal/removal of paper files,

etc. with a separate company. This will not be part of this scope of work.

Vendor shall be responsible for supplying the necessary packing materials (boxes, tape,

labels, etc.) to each department two weeks prior to the anticipated moving date for that

department.

Vendor shall have a brief meeting with each department when supplies are dropped off to

answer questions and provide direction for that individual departments move.

Hours for the move may vary depending on the department. Some night, weekend or

holidays may be required to conduct certain moves so as to minimize impacts on City

services.

Some departments have sensitive files or goods that shall be protected by packing in a

separate truck that shall be locked after packing. This work is to be performed in the

presence of a City representative. The key for that truck shall be turned over to the City

representative until time for it to be unloaded at 415 Broad Street.

Event/Date:

RFP Issued: July 15, 2020

Preproposal Conference: July 23, 2020

Deadline for submitting questions: August 7, 2020

Addendum issued via website/email, if needed: August 10, 2020

Proposals due by 4:00 P.M. EST: August 12, 2020

Committee Evaluation of Proposals Complete by September 11, 2020

Award of Contract: September 2020

The Mover will perform all services and furnish all equipment, personnel, and supplies

necessary to relocate each relocation project. All materials handling equipment must be

equipped with no scuff, non-marring rubber wheels to avoid damage to City facilities.

Relocation of equipment, material, and furnishings from existing facilities to new

facilities/space must be accomplished so that the physical condition of both items

moved and the properties is maintained.

The Mover will be asked to supply cartons and other appropriate packing materials

to the City staff that will be responsible for packing the contents of their desks and

other personal materials in their office areas.

The Mover may also be asked to devise a standardized method of labeling the staff

office cartons.

The Mover shall cooperate with the City in the coordination of the move with the work

of other trades and other contractors.

The Mover and the Move Coordinator shall inspect each work site and jointly note

existing conditions prior to starting the work. Each work site shall be jointly inspected

after all work has been completed in that area and Mover-caused damage, if any,

documented.

Damages to buildings or grounds caused by trucks or any other equipment of the Mover

must be restored by the Mover at the sole approval of the City prior to final payment for

each relocation project. If damage or damages are not repaired to the satisfaction of the

City, costs to repair that damage or damages may be deducted from payment made to

the Mover. The City shall be the judge of whether the facilities have been adequately

protected, and may exercise the right to require additional protection if necessary

upon notification by the Move Coordinator.

The City may reject any equipment or method, which in its opinion, will

damage its buildings or property.

The Mover shall not disconnect or connect any utilities. The City shall be

responsible for disconnecting all permanent electrical voice/data, plumbing, and/or

other connections for equipment to be moved.

In addition to the Mover's general responsibility to protect City property from

damage, the Mover must be responsible for the protection of finished surfaces in

the buildings such precautions may include, but limited to below:

Carpeting and floors shall be protected by plywood floor boards or

similar protective covering;

Columns, doors, doorframes, and wall corners shall be protected by

styrofoam corner brackets or similar material;

Wall surfaces shall be protected by corrugated wallboard or similar

materials where required for adequate protection;

Protective padding shall be provided for all elevators used. The Mover

shall assure that weight capacities of elevators used by his personnel during

the moving process will not be exceeded;

Mover damaged finishes shall be completely replaced or refinished by

the Mover to the satisfaction of the Move Coordinator.

The Mover shall at all times, at the Mover's expense keep the premises clean from

accumulation of waste materials caused by the Mover's work or employees. In

particular, any food wrappers, cans, or other items which might attract vermin shall

be removed and disposed of daily. Eating and drinking will be permitted only in areas

designated by the City, and never in any areas occupied by City materials. There

shall be no loud radios or other unnecessary noise in buildings open to the public.

City of Kingsport facilities are a tobacco free campus for all tobacco related products

including electronic cigarettes. Use of tobacco products is limited to private vehicles

and away from entrances.

In the event of inclement weather during the period of the move, the Mover will

consult with the Move Coordinator about methods used to protect the City property

being moved and report any delays in the moving schedule. All City property must be

properly protected by the Mover when moved under inclement weather conditions.

While move is in route, City materials and equipment shall never be left unattended

or out of visual range of the Mover.

Remove from the site and dispose to a location approved by the City, all equipment,

containers, supplies, and debris which the Mover brought to any site. Such removal

and disposal shall be at the Mover's expense.

Final inspection and correction of deficiencies shall be completed within 72 hours

after the Mover has notified the City representative that the move has been completed,

including cleanup.

Mover, at its own expense, shall obtain and maintain all necessary permits, franchises,

licenses, or other certification required for lawfully (according to laws of the City of

Kingsport, the State of Tennessee, and the federal government) affecting the

relocations, handling and other services to be performed under this contract. Mover

must provide proof of all certification requirements to the Move Coordinator prior to

the beginning of the moving project.

The Mover will be required to observe no parking zones and not obstruct handicapped

access areas and fire lanes on City property during the moving project.

The City will identify where all items are to be moved. The City will furnish adequate

staff for answering questions regarding the removal and placement of equipment and

for providing other advice and assistance to the Mover as may be needed.

For this relocation project City staff will be responsible for packing small supplies,

papers, books and other personal belongings that may be in desks and personal work

areas. The City will assume responsibility for providing the necessary access to and

within the building including arranging for "No Parking" access and signage where

necessary. The City will make reasonable efforts to insure that all elevators to be used

by the mover are in good operating condition prior to the start of the move and that

they are maintained in such condition during the time of the move.

Authorized representatives of the City will be responsible for coordinating contact

between the Mover and other departments and functions of the City as may be

necessary.

Scoring:

Section B – 5 points per requirement, MAX 65 points

Section C – 10 points per requirement, MAX 40 points

Costs – Evaluated and score calculated by formula on bid proposal form

Proposal score summary matrix form used to document and score each RFP

Submit questions to TimElsea@Kingsporttn.gov.

NEW FLOOR EXISTING LOCATION ITEMS TO BE MOVED

Information Services 6 200 Shelby Street Equipmment/Personal Items/Files

Public Works 6 201 W Market Street Personal Items/Files

MTPO 6 201 W Market Street Personal Items/Files

GIS 5 201 W Market Street Furniture/Personal Items/Files

Marketing 3 225 W Center Street Personal Items/Files

Risk 3 1324 Midland Drive Personal Items/Files

Legal 3 1324 Midland Drive Personal Items/Files

Clinic 6 1324 Midland Drive Furniture/Personal Items/Files

HR 3 301 Louis Street Furniture/Personal Items/Files

4 301 Louis Street Furniture/Personal Items/Files

Procurement 4 625 W Industry Drive Furniture/Personal Items/Files

Finance (Collections) 1 225 W Center Street Personal Items/Files

Finance (AP, Payroll, Accounting) 4 225 W Center Street Personal Items/Files

2 225 W Center Street Personal Items/Files

1 225 W Center Street Personal Items/Files

Building 1 201 W Market Street Personal Items/Files

Planning 2 201 W Market Street Personal Items/Files

DEPARTMENT

Community Services

City Manager

Clerk (Records)

CITY HALL RELOCATION MOVING

Bid Proposal

Board of Mayor and Aldermen

c/o Purchasing Agent

City of Kingsport

Kingsport, Tennessee

Gentlemen:

The undersigned propose to construct the City of Kingsport Relocation Moving Services

and all work pertinent thereto, including any and all work and materials that may be necessary to connect the work with the adjoining

work in a proper and workmanlike manner, and according to the plans and profiles on file in the Office of the City Engineer, and upon the

terms and conditions of the "Legal Notice" heretofore published by the City of Kingsport, the plans, specifications and special provisions

secured from the City Engineer of the City of Kingsport and the ordinances of the City and the direction of, and to the satisfaction of, the

City Engineer, at the following rates to wit:

ITEM NO. QUAN UNIT DESCRIPTION UNIT COST TOTAL COST

1 1.00 LS MOVERS, TRUCKS, EQUIPMENT NECESSARY TO

2

1.00

LS

PERFORM MOVE

PACKING MATERIALS & SUPPLIES

PROJECT TOTAL:

Vendor Name: _________________________________________________________________________

Authorized Signature: _____________________________________________________________________

Date: _______________________________